Sr Administrative Assistant

Coherent Corp.; Budd Lake (NJ); On-site; USD 80,000 - 110,000; Full time

Job summary

Coherent Corp. in Budd Lake, NJ is seeking a senior administrative professional to support the VP and BU leadership.

You will manage complex calendars, coordinate cross-functional meetings across multiple locations, and liaise with internal and external stakeholders worldwide. Responsibilities include preparing correspondence, presentations, and leadership briefing materials, organizing BU events, and handling travel arrangements with careful attention to budget and confidentiality.

Qualifications

• Associate degree or equivalent combination of education and relevant experience.
• Five+ years of admin experience, including at least three years supporting senior leaders.
• Experience managing complex calendars, leadership meetings, events, and travel.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Experience with travel, expense-management, procurement, or ERP systems; Concur and Oracle preferred.
• Strong written, verbal, proofreading, interpersonal and cross-cultural communication skills.
• Ability to anticipate needs, manage deadlines, and work with limited supervision.
• Sound judgment and confidentiality in handling sensitive information.
• Ability to work with employees, vendors, customers and visitors across locations and cultures.
• Reasonable schedule flexibility for major events and travel.

Responsibilities

• Provide primary Sr. administrative support to the VP & BU Manager and designated leadership.
• Manage calendars, prioritize requests, resolve conflicts, and coordinate meetings across locations and time zones.
• Serve as a professional liaison among the VP, staff, customers, suppliers, and other stakeholders.
• Screen requests, prepare correspondence, presentations, and Sr. briefing documents.
• Coordinate the BU rhythm of business, including staff and leadership forums.
• Develop agendas, pre-read packages, materials, and follow-up actions.
• Plan and execute BU and site events from concept to completion.
• Coordinate venues, AV, catering, travel, lodging, invites, and budgets.
• Partner with Facilities, HR, Communications, IT, Security, Finance to runs events safely.
• Coordinate domestic and international travel for VP and staff; manage itineraries.
• Prepare detailed itineraries for leadership visits and audits.
• Prepare and submit expense reports; reconcile corporate-card transactions.
• Maintain spending reports and track commitments against budgets.

Skills

Microsoft 365

Communication skills

Calendar management

Liaison and coordination

Education

Associate degree or equivalent

Tools

Concur

Oracle ERP

Job description

Responsibilities

• Provide primary Sr. administrative support to the Vice President & Business Unit Manager and coordinated support to designated members of the Business Unit leadership team.
• Manage complex and frequently changing calendars; prioritize requests, resolve conflicts, protect focus time, and coordinate meetings across functions, locations, and time zones.
• Serve as a professional liaison among the VP, leadership staff, employees, customers, suppliers, visitors, and internal and external stakeholders.
• Screen and prioritize meeting and information requests, elevate time-sensitive matters, and prepare correspondence, presentations, reports, organizational materials, and Sr. briefing documents.
• Coordinate the Business Unit rhythm of business, including staff meetings, operating reviews, quality reviews, employee communications, and other recurring leadership forums.
• Develop and distribute agendas, pre-read packages, presentation materials, decisions, meeting notes, and action-item follow-up when requested.
• Plan and execute site and Business Unit events from concept through completion, including leadership visits, all-employee meetings, recognition events, training sessions, customer or supplier visits, team-building activities, and off-site meetings.
• Coordinate venues, room layouts, audiovisual needs, catering, transportation, lodging, invitations, registration, visitor access, event budgets, contingency plans, and on‑site support.
• Partner with Facilities, Human Resources, Communications, IT, Security, Finance, and other functions to deliver safe, professional, and effective events.
• Coordinate domestic and international travel for the VP and designated staff, including flights, hotels, ground transportation, itineraries, travel documentation, and last‑minute schedule changes.
• Coordinate leadership and employee logistics among Budd Lake, Port Richey, and Idar‑Oberstein, accounting for time zones, local holidays, site‑access requirements, and working hours.
• Prepare detailed itineraries and logistics for leadership visits, workshops, audits, customer meetings, and operational reviews involving multiple sites.
• Prepare and submit expense reports for the VP and other designated leaders accurately and on time; reconcile corporate‑card transactions, receipts, travel charges, and event expenditures.
• Maintain recurring administrative spending reports covering travel, events, purchasing, and other assigned Business Unit expenses; track commitments and actual spending against approved budgets.

Job Description

• Provide primary Sr. administrative support to the Vice President & Business Unit Manager and coordinated support to designated members of the Business Unit leadership team.
• Manage complex and frequently changing calendars; prioritize requests, resolve conflicts, protect focus time, and coordinate meetings across functions, locations, and time zones.
• Serve as a professional liaison among the VP, leadership staff, employees, customers, suppliers, visitors, and internal and external stakeholders.
• Screen and prioritize meeting and information requests, elevate time-sensitive matters, and prepare correspondence, presentations, reports, organizational materials, and Sr. briefing documents.
• Coordinate the Business Unit rhythm of business, including staff meetings, operating reviews, quality reviews, employee communications, and other recurring leadership forums.
• Develop and distribute agendas, pre-read packages, presentation materials, decisions, meeting notes, and action-item follow-up when requested.
• Plan and execute site and Business Unit events from concept through completion, including leadership visits, all-employee meetings, recognition events, training sessions, customer or supplier visits, team‑building activities, and off‑site meetings.
• Coordinate venues, room layouts, audiovisual needs, catering, transportation, lodging, invitations, registration, visitor access, event budgets, contingency plans, and on‑site support.
• Partner with Facilities, Human Resources, Communications, IT, Security, Finance, and other functions to deliver safe, professional, and effective events.
• Coordinate domestic and international travel for the VP and designated staff, including flights, hotels, ground transportation, itineraries, travel documentation, and last‑minute schedule changes.
• Coordinate leadership and employee logistics among Budd Lake, Port Richey, and Idar‑Oberstein, accounting for time zones, local holidays, site‑access requirements, and working hours.
• Prepare detailed itineraries and logistics for leadership visits, workshops, audits, customer meetings, and operational reviews involving multiple sites.
• Prepare and submit expense reports for the VP and other designated leaders accurately and on time; reconcile corporate‑card transactions, receipts, travel charges, and event expenditures.
• Maintain recurring administrative spending reports covering travel, events, purchasing, and other assigned Business Unit expenses; track commitments and actual spending against approved budgets.

Support purchase requisitions, purchase orders, invoice coding, vendor setup, and payment‑status follow‑up; partner with Finance, Procurement, and Accounts Payable to resolve discrepancies.

Requirements

• Associate degree or equivalent combination of education and relevant experience.
• Five or more years of progressively responsible administrative experience, including at least three years supporting a senior Sr. or leadership team.
• Demonstrated experience managing complex calendars, leadership meetings, events, domestic and international travel, and expense reporting.
• Advanced proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint.
• Experience with corporate travel, expense‑management, procurement, or ERP systems; experience with platforms such as Concur and Oracle is preferred.
• Strong written, verbal, proofreading, interpersonal, and cross‑cultural communication skills.
• Demonstrated ability to anticipate needs, manage multiple deadlines and shifting priorities, solve problems, and complete assignments accurately with limited supervision.
• Sound judgment and a demonstrated ability to maintain strict confidentiality.
• Ability to work effectively with employees, Sr.s, vendors, customers, and visitors from different functions, locations, and cultures.
• Reasonable schedule flexibility during major events, Sr. travel, early‑morning meetings with Germany, or urgent changes.

Desired Qualifications

• Some college in business administration, communications, hospitality, or a related discipline.
• Experience supporting operations leadership in a manufacturing, technology, aerospace, photonics, or similarly regulated environment.
• Experience coordinating international travel and meetings across global time zones.
• Experience tracking departmental spending, reconciling expenses, processing invoices, or preparing budget reports.
• Project coordination, event‑planning, or office‑management experience.
• Familiarity with continuous‑improvement practices and document‑control requirements.

German‑language ability or prior experience working with German colleagues is helpful but not required.

Working Conditions

• Work is primarily performed in a professional office and manufacturing‑site environment, with regular on‑site presence expected to support leadership, visitors, and site events.
• Periodic early‑morning meetings may be required to coordinate with Germany; occasional evening availability may be needed for events or urgent travel changes.
• Limited domestic and international travel may be required.

Safety Requirements

All employees are required to follow the site EHS procedures and Coherent Corp. Corporate EHS standards.

Quality And Environmental Responsibilities

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

Culture Commitment

Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent Corp.:

Integrity – Create an Environment of Trust

Collaboration – Innovate Through the Sharing of Ideas

Accountability – Own the Process and the Outcome

Respect – Recognize the Value in Everyone

Enthusiasm – Find a Sense of Purpose in Work

Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

If you need assistance or an accommodation due to a disability, you may contact us at [e-mail] .

About Us

Coherent is a global leader in lasers, engineered materials and networking components. We are a vertically integrated manufacturing company that develops innovative products for diversified applications in the industrial, optical communications, military, life sciences, semiconductor equipment, and consumer markets. Coherent provides a comprehensive career development platform within an environment that challenges employees to perform at their best, while rewarding excellence and hard‑work through a competitive compensation program. It's an exciting opportunity to work for a company that offers stability, longevity and growth. Come Join Us!